Pennsylvania Society of Sons of the Revolution

Minutes of the Board of Managers Meeting

8 June 2000

President Cheyney called the meeting to order promptly at 4:00 p.m. in the Grant Room of the Union League in Philadelphia. Chaplain Proctor led the Board in prayer.

PRESENT: Messrs. Burke, Cheyney, Clattenburg, Congdon, Coyne, Di Stefano, Fenstermacher, Gordon, Gresh, Hoyt, Johnson, Lewis, Loughran, Moak, Morgan, Morris, Peltier, Proctor, Shirk, Van Gulick, and Wood.

READING OF THE MINUTES: President Cheyney asked if there were any questions, additions or corrections to the minutes of the meetings held on 9 March 2000 and on 11 May 2000. There being none, Mr. Coyne moved the adoption of the minutes of both the March and May meetings as published. Mr. Loughran seconded the motion and it carried unanimously.

SECRETARY’S REPORT: Secretary Clattenburg reported that regrets had been received from Messrs. Byrne, FitzGerald, Frick, Groff, Lincoln, Lloyd, Maiden, and Moore.

The current membership of the Society, as of 1 June 2000, stands at 1,040 active members. The roster also includes an additional 22 life members and two regular members for whom the Society has no current address. Total membership includes 23 Junior Life members, raising the sum of all names on the roster to 1,087.

Mr. Lewis requested the Board be given a list of members for whom the Society has no current address. It is hoped that contact can be reestablished with these members.

The Secretary reported that there were no requests for resignations, transfers, Old Guard status or reinstatements.

Orville Anderson Petty, III, residing in Princeton, New Jersey (PA Soc# 5961, elected 10 June 1999) has become a Life Member.

For the first time in three years, the cost of the Annual Meeting was over budget. Total expenditures exceeded budgeted expenditures by $792. This year’s costs will be closely reviewed. The subscription for the 2001 Annual Meeting dinner may need adjustment and an increase.

TREASURER’S REPORT: Referring to the Profit and Loss Budget Comparison report for the year-to-date period ending 31 May 2000, previously distributed, Treasurer Van Gulick noted that total income for the period was $72,763 and expenses year-to-date totaled $92,755, for a net ordinary loss-to-date of $19,993. This is favorable compared to the budgeted year-to-date loss of $69,236. Committee Chairs continue to be conscientious in their spending as noted by Secretary Clattenburg’s attention to detail in accounting for the Annual Meeting.

The Principal and Permanent funds activity, presented separately at the end of the budget report, shows that the portfolio has been adversely impacted by fluctuations in the market. However, as of the close of business yesterday, the portfolio had returned to the value of 31 March 2000, or about $3,500,000.

President Cheyney asked if there were any comments or questions for the Treasurer. There being none, and on motion made and duly seconded, the Board voted unanimously to accept the Treasurer’s report.

REGISTRAR’S REPORT: Registrar Morgan stated that since the last meeting of the Board, there were no deaths to report.

HISTORIAN’S REPORT: In the absence of Historian Groff, there was no report.

PRESIDENT’S REPORT: President Cheyney thanked all for attending and he encouraged members to keep their reports brief.

President Cheyney distributed the list of committee chairs and committee members he composed with the assistance and recommendation of the Vice Presidents. All chairmen will receive a letter advising them of their appointment and the names of their committee members, who will each receive a copy of this letter. Committee Chairs are encouraged to schedule a meeting with their respective committee during the summer recess to plan projects and programs for fall 2000 and spring 2001.

During the summer, President Cheyney will meet with the Vice Presidents and all other chairmen to formulate a plan to begin September business and specific agenda items will be discussed for several of the committees. Committees are composed of three groups: Group 1 is Administration, Group 2 is Finance and Group 3 is Activities. A Vice President has been appointed as liaison to each group and will receive questions and provide direct support. By September, it is hoped that the organizational structure will be positioned to take advantage of these plans.

President Cheyney expressed satisfaction with Chairman Fenstermacher’s work with the Let Freedom Ring! portion of the work of the Independence Day Committee. The Committee’s progress has positioned the Society to have a most successful July 4^th program.

The Triennial packet distributed to the Board contained the agenda and two proposed amendments to the Constitution of the General Society. All delegates and alternates to the Triennial will be asked to attend the September Board meeting to review the Triennial agenda, as well as our Society’s position on the amendments to the Constitution. Members should understand and be prepared to discuss the issues and the amendments.

President Cheyney represented the Society at the Wreath Laying Ceremony on Memorial Day in Washington Square Park. Our Society received recognition for its part in the restoration of the Park and for attendance at the Ceremony.

On July 15^th, President Cheyney will represent the Society at the celebration of the successful conclusion to the campaign to preserve the Paoli Battlefield. On that occasion the Paoli Battlefield Preservation Fund will award the Society and its Color Guard national prizes for sponsoring the publication of Tom McGuire’s Battle of Paoli. The Preservation Fund will also recognize Emeritus Lloyd for his leadership in support of preserving the Paoli Battlefield. The Preservation Fund has invited the Color Guard to attend and Captain Salisbury will be contacted for confirmation.

Cliveden of the National Trust is merging with Upsala House and a new organization will assume responsibility for the care and upkeep of both properties. Cliveden has asked the Society and its Color Guard to participate and provide a visible but limited role at its major celebration to be held in 2002. In addition, in October of this year, Cliveden will again sponsor a re-enactment of the Battle of Germantown and have asked that a small contingent of the Color Guard, with select flags, participate. Further details are not presently available.

ADMISSIONS COMMITTEE: Vice President Di Stefano, Chairman, referred the members to the "Applications in Progress" report and asked they keep abreast of their candidates.

In light of recent application approvals by Mr. Barnes, the Society’s verifying genealogist, it is anticipated that the Committee will meet in September. Those recently approved candidates will be invited to the July 4^th luncheon.

BUDGET COMMITTEE: In the absence of Vice President Frick, there was no report.

FINANCE COMMITTEE: Vice President Johnson, Chairman, reported that the market value of the Society’s portfolio was $3,500,000 as of the close of business on June 7, 2000. There has since been a slight downturn but it looks as it the market volatility has settled down and all indicators point towards a continuous upward growth.

RESOLUTIONS COMMITTEE: Counselor Di Stefano, Chairman, reported that there are no pending resolutions.

AMERICAN HERITAGE COMMITTEE: In the absence of Chairman Walkup, there was no report.

INDEPENDENCE DAY COMMITTEE: In the absence of Chairman Byrne, there was no report on the Independence Day luncheon.

Chairman Fenstermacher reported that the Let Freedom Ring! committee had a successful meeting on Tuesday, 6 June. Ira Rosen, who attended the meeting, has been providing event planning services to the Society and will manage the program on that day. A list of special guests has been assembled and those individuals will receive invitations immediately.

A Color Guard walk-through has been scheduled for Thursday, 29 June at 1:00 p.m. The current schedule for Let Freedom Ring! begins at 1:30 p.m., with the Bell Ringing ceremony at 2:00 p.m., and the fly-over by C-141’s from McGuire AFB at 2:30. There will be no specific ceremony at Washington’s Square for Society participation or planning in the year’s program.

NEW CITIZENS’ RECEPTION: Chairman Hoyt reported that the first reception for 2000 is scheduled for Thursday, 29 June at 10:30 a.m. in the ceremonial courtroom of the U.S. District Court. The Society’s gift packet to new citizens has been enhanced by the inclusion of new brochures on the flag, its meaning and history. It also includes a new informational brochure on the Star Spangled Banner, a brochure from the League of Women Voters entitled How to Pick a Candidate, and a map of the City of Philadelphia from the Philadelphia Visitors’ Center.

SARATOGA-YORKTOWN ANNIVERSARIES COMMITTEE: Chairman Morgan reported that the Musket Ball committee would meet at the Big Fish Restaurant between 4:30 and 6:30 p.m. on Monday, 26 June.

SPECIAL PROJECTS: In the absence of Historian Groff, there was no report.

VALLEY FORGE COMMEMORATION: Chairman Wood reported that all expenditures for this event were not yet recorded, but he anticipated that they would be slightly over budget. A committee meeting is planned to review the success of this year’s program and to prepare for 2001. Mr. Wood will write an article for the Newsletter.

WASHINGTON’S BIRTHDAY PARTY COMMITTEE: Chairman Morris reported that the committee has not yet met to begin planning for this year’s event.

YOUNGER MEMBERS: Chairman Fenstermacher reported an attendance of approximately 25 to 30 members at a successful tailgate party at the Radnor Races on Saturday, 20 May. A Committee meeting is planned during the summer to prepare an agenda for 2000-2001 as well as a few small events during the summer.

THE COLOR GUARD: In the absence of Captain Salisbury, Vice President Lewis reported that the Color Guard held its annual Planked Shad dinner on Thursday, 25 May 2000 and in preparation for the July 4^th ceremonies, a dismounted drill was held on Thursday, 1 June at the Waynesborough Country Club.

MEMBERSHIP COMMITTEE: In the absence of the Chairman, Mr. FitzGerald, there was no report.

NEWSLETTER: Reverend Proctor reported that a newsletter is being prepared for a possible September or October publication date. It would include articles on all recent events for 2000 and, if issued in October, it would also include a review of the Musket Ball. The chairmen of all committees are members of the Newsletter committee, which plans to meet sometime during the summer. By general consensus, the date of September 15^th was set as the deadline for preliminary reports to the editor.

OPERATIONS COMMITTEE: Vice President Burke, Chairman, stated that the present lease with the Racquet Club would be reviewed. Further, the computer system at the Society’s office is also being evaluated for future upgrades.

INFORMATION SYSTEMS & TECHNOLOGIES: Chairman Gordon reported that the Committee is scheduled to meet at noon on Friday, 14 July in the Gold Room at the Racquet Club. The agenda will include future deliverables, applications to be considered, cost reduction activities and most importantly, how to keep the site current.

The website now has current information on Let Freedom Ring! and members are encouraged to visit the site. Much of the site has been updated, but there is still more to do. It is hoped that the site will become an active tool for the Board, as well as for the membership and the public.

There were 4,400 visitors to the site last month resulting in 14,000 page views. The latter number has increased from 12,000 page views for the month of March

Consideration was given to the purchase of a digital camera to enhance the appearance of the website with photographs and for such use with the newsletter publication. Vice Presidents Johnson and Lewis will research preliminary costs.

REPORT OF LANCASTER COUNTY CHAPTER: In his absence Regent Moore submitted a written report and it is attached to the Minutes.

Vice President Shirk reported that the Lancaster County Chapter members have chartered a bus and will be attending the July 4^th activities.

The Chapter has initiated a program at the Lancaster high school about the history of the Revolutionary War. Three or four American history teachers and several of their students will also be attending the July 4^th festivities.

Regent Moore also announced that he has reframed the corporate charter of the Lancanter County Chapter in acid-free materials in order to preserve the document.

A member of the Lancaster County Chapter will join the Information Systems and Technology Committee to assist in updating the Chapter information that appears on the web site.

REPRESENTATIVE TO THE GENERAL SOCIETY: Vice President Johnson reported that on May 20 and 21, he traveled to New Orleans with several officers of the Color Guard. They had a general tour of the facilities of that City, met with the caterer who will be handling the Friday evening Pennsylvania Society reception, and reviewed the location of the Church Service, which will be held on Sunday, 24 September. Arrangements for these two events are now well planned. Everyone is expected to enjoy the Triennial and members and guests will have a very nice time.

In preparation for scheduling information on Board members attending the Triennial and those who are regretting, a list of delegates and alternates for registration is necessary. Vice President Johnson stated he will circulate a form to all potential delegates and alternates, and requested the forms be completed and returned to him as soon as possible.

Reservations for Thursday, Friday and Saturday will be paid by the Society, along with airfare for the member and a guest. If a member is on a General Society committee that meets on Wednesday, that evening’s hotel reservations will also be paid by the Society. All other costs of travel, including airport parking, travel to and from airports, and personal room charges will be non-reimbursable obligations of the member.

At the Annual Meeting the membership adopted the report of the Nominations Committee, which named as delegates to the Triennial the following Officers: Burke, Cheyney, Darby, Esler, Frick, Johnson, Lewis, Lincoln, Lloyd, Loughran, Maiden, Moore, Shirk, and Snyder. On the same occasion alternate delegates were selected, as follows: Clattenburg, Van Gulick, Morgan, Di Stefano, Groff, Proctor, FitzGerald, and Hoyt. Under the Constitution and Bylaws of the General Society, the Pennsylvania Society is entitled to 13 votes in the business meetings, votes which may be cast by delegates or by alternates.

There was no OLD BUSINESS to come before the Board.

NEW BUSINESS: President Cheyney informed the members that, in keeping with tradition and that there appears to be no pressing matter of business or concern, there will be no Board meetings during the summer months, but that the next regularly scheduled meeting of the Board will be held on Thursday, 14 September. The President and Vice Presidents will manage the Society’s affairs during the summer months.

He also stated that Widener University, in conjunction with the Delaware County Historical Society, is planning a 2000/2001 Houston Lecture Series. The University has asked if the Society can support the program with members who would be available and interested in being lecturers. President Cheyney asked the Board if they knew of any member who is informed and interested in presenting on topics pertinent to the Revolutionary War such as key persons or historically significant genealogical families or important historical events of southeastern Pennsylvania. Vice President Shirk mentioned that Jack Loose, the Lancaster County Historian, might be interested in participating. President Cheyney suggested the Society consider developing such a resource in order to offer such services to the community and as a means to publicize the Society. It would also serve to encourage prospective new members interested in Revolutionary War history. Mr. Hoyt suggested combining such talks with selected sections of videotapes that the Society has produced. It was agreed that the Society compiles a list of speakers and topics to offer to organizations and further, that the issue is to be referred to Committee on Special Projects.

President Cheyney asked Chaplain Proctor to lead the Board in prayer and thereafter adjourned the meeting.

Respectfully submitted,

Theodore Clattenburg, Jr.

Secretary